MPS information, computing and telecommunications infrastructure strategy and its implementation: 2003/04 – 2005/06

Report: 19
Date: 9 June 2003
By: Commissioner

Summary

The Committee has already acknowledged at previous meetings that a modern information, computing and telecommunications (ICT) infrastructure is essential if the MPS is to meet its operational objectives. The first phase of the ICT Infrastructure Strategy, known as the AWARE programme, which was approved by the Committee in 2001, has been delivered to time and budget and is achieving the planned benefit.

The Department of Information (DoI) is now seeking the Committee’s approval to procure and build a data repository and associated facilities through which all future Metropolitan Police Service information services will be delivered. This infrastructure initiative will reduce the cost of hosting our current systems and will provide sufficient capacity, without additional investment, to accommodate known future needs. The main driver for this cost reduction is that each information service development will no longer need to procure its own computing facilities. As well as allowing the introduction of mobile data capabilities and providing a platform for C3i, other benefits arise from the new information services themselves and include: elimination of multiple keying; linking of information across systems; and the provision of a capability to share information with our partners. Without the new infrastructure, this integration will not be possible and the MPS will not be able to achieve its Information Strategy objectives of improving front-line efficiency and effectiveness, reducing costs and better supporting the Policing Plan.

A. Recommendations

That

1. members note the contents of this report and endorse the aim of developing an MPS-wide ICT Infrastructure to support its information systems;
2. agree to the procurement, the hardware and services required to build an MPS-wide data repository and associated facilities. The total cost of delivering the data repository is £21.1m. In addition, annual running costs of £1.2m will be incurred (£0.5m in 2003/4). The Committee’s approval is being sought to initiate contract action for the first part of this - £8.6m.; and
3. approve the expenditure of £8.6m of funds from within the already agreed DoI Infrastructure Programme budgets for this procurement. A formal competitive procurement procedure will be determined and managed by Procurement Services in order to achieve Best Value within the required timescales.

B. Supporting information

Background and purpose

1. Prior to 1999, the MPS ICT infrastructure had evolved in response to tactical operational demands, at a pace dictated by the level of funding made available at the time.

2. The Operational Territorial Information Systems (OTIS) Infrastructure was in essence based upon the pre-Borough, Divisional structure linking to the centre through Areas. It focussed primarily on Territorial Operations (TO) and was ill suited to MPS-wide and HQ needs.

3. The technology used, whilst imposing a much needed, standardised approach, was unresponsive to operational and organisational change. The lack of on-going investment also allowed the infrastructure to degrade, making improvements more difficult to implement and at a higher cost than might otherwise have been the case.

4. In order to address these shortcomings the MPS ICT Infrastructure Strategy was developed during 2000/01. The overarching objectives of the Strategy were, and still are, to provide a modern, pervasive infrastructure that:

• Is dynamic and responsive to organisational and operational demand;
• Reduces support and operational costs;
• Provides a platform that is more like that used in other organisations and hence facilitates more cost effective outsourcing;
• Provides access to all on-line data from anywhere in a manner that supports 24x7 policing;
• Enables convergence of the infrastructures that support voice, data, radio and image; and,
• Underpins the wider aims of the MPS Information Strategy as agreed at the Finance Committee’s meeting of September 2002 (Report 17 refers).

5. The first phase of the ICT Infrastructure Strategy, the AWARE programme, was approved by the Finance Committee in July 2001 and is now complete.

6. Building on the investment made on AWARE, the purpose of this paper is to seek the Committee’s endorsement of the DoI’s plans for the next phase, specifically approval for the procurement during 2003/04 of the hardware and services required to build and support an MPS-wide data repository and associated facilities.

Progress to date

7. The DoI implemented the first phase of the ICT Infrastructure Strategy, the AWARE programme, to time and within budget. The programme ended in April of this year by which time 22,000 desktops, associated networks and servers at over 200 locations had been rationalised and upgraded. The cost savings predicted in the business case (£16m over 5 years) are on target to be realised.

8. The key outcome of AWARE is that the MPS now has in place a truly pervasive, reliable and affordable infrastructure with desk-top services appropriate to a modern, world-class organisation. As a direct result, development projects have not had to procure their own desk-top and network infrastructure and so have been delivered at a reduced cost.

9. In addition, AWARE provided the platform for applications such as the new Stop and Search database and allowed us to improve the performance of other front-line services is support of criminal justice and intelligence. AWARE has also laid the foundations for the implementation of mobile data and the solutions required to support C3i.

10. Further, during 2002/03, Project CLARITY developed the AWARE technical architecture still further, confirming its potential to underpin our strategic objectives in relation to application integration, data warehousing and mobile solutions. In other words, by building upon our existing investment, it would be possible to further enhance front-line capability by reducing keying, improving intelligence and enabling visibility.

Implementation plans 2003/04 – 2005/06

2003/04

11. Subject to the Committee’s approval, the main deliverable during this financial year will be an MPS-wide data repository and associated facilities, capable of supporting all current and future information needs. Without this facility each information service development will continue to require procurement of its own servers, software etc. Furthermore, the information systems will be built in silos with the result that rekeying and an inability to interrogate data stores across the MPS will continue.

12. This data repository and associated facilities will consolidate our current server capacity, host all future services and provide the means to “glue” our applications together. Data will be warehoused and shared. The outcome of this investment in 2003/04 will be a centralised facility that will enable reduced keying and in so doing will deliver significant efficiency gains and improvements to operational capability. The repository and associated facilities will also provide data feeds to C3i.

13. In addition to the data repository and associated facilities, we will also deliver Mobile Data firstly, in October, to the liveried fleet followed later in the year by the procurement of solutions aimed at foot patrols. The project to deliver the latter is still in its early stages and proposals cannot be put before the Committee at this time. The Committee’s approval will therefore be sought at an appropriate future meeting.

14. In relation to information management, work is in hand to improve the robustness of current services and to provide data storage facilities that will allow us to comply with the access requirements of the Freedom of Information Act.

15. With respect to cost efficiencies, it is planned through the Technology Refresh programme to maintain the ICT estate at an optimum level, to seek to further consolidate our “server” population and hence reduce maintenance charges. This is part of our overall infrastructure investment and is consistent with industry best practice.

16. On a similar theme, it is also planned, subject to appropriate security levels, to begin the process of migrating all services onto the core network including CCTV, Video, Automatic Number Plate Recognition and Telephony.

17. Finally, it is our intention through the implementation of the ICT Infrastructure Strategy in 2003/04 to further enable partnership working by expanding our “extranet” capabilities to encompass initially the Forensic and Probation Services, CPS and Magistrates Courts. It is also planned to enhance the secure network used by Specialist Operations.

2004/05 – 2005/06

18. The implementation of the ICT Infrastructure Strategy in 2004/05 and 2005/06 will build upon previous investment and the deliverables planned for 2003/04.

19. The data repository and associated facilities will be further developed to increase capacity and improve resilience, security and application integration. By the end of 2004/05 the planned investment will result in a mission critical facility that will underpin all MPS information needs – including C3i - and will reduce the on-going maintenance and replacement costs of our current silo applications.

20. Mobile data facilities will continue to be developed and delivered to the front line with the ultimate aim of using the Airwave service as a cost effective data carrier.

21. During 2004, work will commence to convert the current analogue telephony service to digital using the core AWARE network and thereby significantly reducing maintenance costs and call charges. Further cost reductions will be achieved via the on-going Technology Refresh activity.

22. Further integration with our partner agencies – for example the Health Service and DSS – is planned, as well as the development and delivery of a “police portal” allowing, subject to appropriate controls, public access to police data in line with the Government’s e-citizen policy.

23. Lastly, the ICT Infrastructure Strategy in 2004/05 and beyond will fully support the implementation and rollout of C3i.

C. Equality and diversity implications

All solutions provided through the ICT Infrastructure Strategy pay particular attention to the needs of special groups. The staff of DoI work closely with the Occupational Health Directorate of the MPS to ensure the needs of any individual can be accommodated.

D. Financial implications

1. Since 2000/01, the Authority has invested over £70m in the MPS ICT Infrastructure. The resulting asset, in common with the Authority’s other assets, needs to be maintained in order to retain its value and remain fit-for-purpose. In addition, any further investment approved by the Authority should seek to build upon, and gain maximum value from, facilities already in place. The aim of the ICT Infrastructure Strategy over the next three years is to fulfil both of these requirements.

2. As laid out in the DoI’s medium term forecast, the costs of delivering a data repository and associated facilities are as follows:

3. This investment in the ICT Infrastructure Strategy will be offset by cash savings of at least £10m through the consolidation of server and network capacity. Further, as yet unquantified savings will also be made through the convergence of technologies.

4. In addition, productivity savings of between £25m - £50m per annum beginning in 2004/05 are anticipated as a result of information strategy implementation through reduced keying, the use of mobile data and systems integration.

5. At this stage, procurement action for the equipment and services that need to be implemented in 2003/4 is required. This totals £8.6m. This is covered by an existing budget allocation to DoI of £6.9m capital and £1.7m revenue. The funding requirement for future years has been included in the medium term financial plan.

6. Following discussion with MPS Directorate of Procurement Services it has been agreed that in order to achieve Best Value in the required timescales, and in line with the agreed procurement strategy, the hardware and services required to implement the data repository and associated facilities will be purchased through a competitive procurement exercise. This will be determined and managed by Procurement Services.

E. Background papers

• Report No. 12 of the Finance Committee of July 19th 2001
• Report No. 17 of the Finance Committee of September 27th 2002

F. Contact details

Report author: Ailsa Beaton, Director of Information, MPS.

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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